user’s guide · this user’s guide provides instructions for using your syn248 sb35020 deskset...

© 2012 Advanced American Telephones. All Rights Reserved. AT&T and the AT&T logo are trademarks of AT&T Intellectual Property licensed to Advanced American Telephones, San Antonio, TX 78219. Syn248TM is a trademark of Advanced American Telephones. Issue 2.0 03/12

AT&T SB35020 Deskset

User’s Guide

Syn248 SB35020 Deskset User’s Guide

CONTENTSPreface ..............................................................................................................5

Additional Documentation .................................................................................................................................5Topic Navigation .....................................................................................................................................................6Text Conventions ....................................................................................................................................................6

Overview...........................................................................................................7

Syn248 System Overview...................................................................................................................................8SB35020 Deskset Description..........................................................................................................................9

Deskset Hard Keys ............................................................................................................................. 10Lines and Line Keys............................................................................................................................................ 11Setting Your Password...................................................................................................................................... 11Soft Keys .................................................................................................................................................................. 12Scroll Indicators ................................................................................................................................................... 12Deskset Status Indicators................................................................................................................................ 13Call Indicators ....................................................................................................................................................... 14

Call Status LEDs .................................................................................................................................. 14Call Status Icons ................................................................................................................................. 15

Programmable Feature Keys ......................................................................................................................... 16Programmable Feature Key LEDs............................................................................................... 17

Dial-Pad Entry ....................................................................................................................................................... 18Using the Speakerphone.................................................................................................................................. 19Using Help Screens............................................................................................................................................. 19

Making Calls ...................................................................................................20

Active Call Screen............................................................................................................................................... 21Predialing................................................................................................................................................................. 22Live Dialing ............................................................................................................................................................. 22Making a Call from a List................................................................................................................................. 23Making an Intercom Call.................................................................................................................................. 24

Answering Calls.............................................................................................25

Incoming Call Screen......................................................................................................................................... 26Incoming Call Indication .................................................................................................................................. 26Answering a Call.................................................................................................................................................. 27Ignoring a Call....................................................................................................................................................... 27

2


Intercom Auto Answering ............................................................................................................................... 28Call Forward–No Answer................................................................................................................................. 28About the Auto Attendant .............................................................................................................................. 29

Caller Options ...................................................................................................................................... 29

Call Management ..........................................................................................30

Call Management................................................................................................................................................. 31Putting a Call on Hold ...................................................................................................................................... 32Transferring a Call............................................................................................................................................... 33Making a Conference Call ............................................................................................................................... 34

Putting a Conference on Hold..................................................................................................... 35Ending a Conference ........................................................................................................................ 35

Call Management Using a Headset ............................................................................................................ 36

Accessing Items in Lists ..............................................................................37

Accessing the Extension List ......................................................................................................................... 38Accessing the Redial List................................................................................................................................. 39

Dialing a Redial Number................................................................................................................. 39Deleting Redial Entries .................................................................................................................... 40

Searching the Extension or Directory Lists Using the Dial Pad ................................................... 41Accessing the Held Calls List ........................................................................................................................ 42

Directory .........................................................................................................43

Using the Directory............................................................................................................................................. 44Viewing and Calling Directory Entries....................................................................................................... 45Creating a New Personal List Entry ........................................................................................................... 46Editing a Personal List Entry.......................................................................................................................... 47Deleting a Personal List Entry ...................................................................................................................... 48Storing Directory Entries from the Call Log or Redial List ............................................................. 49Sorting Directory Entries.................................................................................................................................. 50

Voicemail ........................................................................................................51

Voicemail Overview............................................................................................................................................ 52Setting up Your Voicemail Greetings ........................................................................................................ 53Accessing Your Messages ............................................................................................................................... 54

Message Playback.............................................................................................................................. 55Calling the Messenger ..................................................................................................................... 56

Deleting Messages .............................................................................................................................................. 57New Message Status Indications ................................................................................................................. 58Accessing Your Voicemail Remotely.......................................................................................................... 59

Call Log ...........................................................................................................62

Using the Call Log .............................................................................................................................................. 63Managing Missed Calls...................................................................................................................................... 64

Listening to Voicemail From the Call Log.............................................................................. 65Storing Call Log Entries.................................................................................................................................... 66Deleting Call Log Entries ................................................................................................................................. 67

3


Paging..............................................................................................................68

Sending a Page..................................................................................................................................................... 69

Deskset Settings ...........................................................................................70

Deskset Menu........................................................................................................................................................ 71Features.................................................................................................................................................................... 72User Settings.......................................................................................................................................................... 73

Greetings ................................................................................................................................................ 74Name Recording......................................................................................................................... 75

Intercom Auto Answer..................................................................................................................... 76Deskset Settings ................................................................................................................................. 77

Display............................................................................................................................................. 78Sounds............................................................................................................................................. 79Volume Settings ......................................................................................................................... 80Preferred Audio Mode ............................................................................................................. 81

Directory Settings............................................................................................................................... 82Setting, Changing, or Resetting Your Password ................................................................. 83

Admin Settings...................................................................................................................................................... 84Deskset Information........................................................................................................................................... 85Auto-Attendant Settings .................................................................................................................................. 86Using Do Not Disturb (DND) .......................................................................................................................... 86

Web Interface ................................................................................................87

Accessing the Web User Interface (WebUI)........................................................................................... 88Error Handling...................................................................................................................................... 89

Basic Settings ........................................................................................................................................................ 90Personal Directory .............................................................................................................................................. 91Quick Dial ................................................................................................................................................................ 93Help ............................................................................................................................................................................ 94

Troubleshooting ............................................................................................95

Common Troubleshooting Procedures ..................................................................................................... 96Display Messages................................................................................................................................................. 97Calls Generally...................................................................................................................................................... 99Incoming Calls.....................................................................................................................................................102Outgoing Calls ....................................................................................................................................................104Voicemail ...............................................................................................................................................................105Other Deskset Features..................................................................................................................................107WebUI......................................................................................................................................................................108PC/Deskset Interaction ..................................................................................................................................109

Appendixes.................................................................................................. 110

Appendix A: Soft Keys .....................................................................................................................................110Appendix B: Technical Specifications ......................................................................................................112Appendix C: Maintenance..............................................................................................................................113Appendix D: Important Safety Instructions...........................................................................................114

Glossary ....................................................................................................... 115

4

Syn248 SB35020 Deskset User’s Guide Back to Contents

PREFACEThis User’s Guide provides instructions for using your Syn248 SB35020 Deskset telephone with software version 1.0 or newer. See page 85 for instructions on checking the software version on the Deskset. Although the Quick Start Guide also includes information on using the Deskset, this guide has setup information and more details about feature usage.

Before using this AT&T product, please read “Appendix D: Important Safety Instructions” on page 114. Please thoroughly read this user’s guide for all the feature operations and troubleshooting information necessary to operate your new AT&T product.

Additional Documentation

Downloadable copies of all Syn248 documents, including user’s guides, installation and configuration instructions, and Quick Start Guides, are available from www.telephones.att.com/smb.

For customer service or product information, visit our web site at www.telephones.att.com/smb or call 1 (888) 386-2006. In Canada, dial 1 (888) 469-2005.

Preface 5

http://telephones.att.com/smbhttp://telephones.att.com/smb


Topic Navigation

This Syn248 SB35020 Deskset User’s Guide features easy navigation between topics and the ability to return to your original topic.

Text in blue indicates a link to another page in the document. Bold text in blue indicates a hyperlink to an external web site.

You can also click the arrows at the bottom of the page to move around this document.

Text Conventions

Table 1 lists text formats and describes how they are used in this guide.

Go back to the last page viewed.

Go to the previous page.

Go to the next page.

Table 1. Description of Text Conventions

Text Format Description

Screen Identifies text that appears on a device screen or a WebUI page in a title, menu, or prompt.

HARD KEY or DIAL-PAD KEY Identifies a hard key, including the dial-pad keys.

Identifies a soft key.

Example of a Note.

Example of a Caution.

CallFwd

Notes provide important information about a feature or procedure.

A caution means that loss of data or unintended circumstances may result.

Preface 6


C H A P T E R

1

OVERVIEWThe Syn248 Business Phone System from AT&T is for businesses that need up to 24 extensions. This system is scalable from 1 to 8 outside lines, so as your business grows, your phone system can too. The Syn248 Business Phone System provides simplicity without sacrifice—it's simple to install, manage, and use, without sacrificing any of the features you need and expect from a business telephone system.

This chapter introduces the SB35020 Deskset and provides an overview of the Syn248 System and the external features of the Deskset.

“Syn248 System Overview” on page 8

“SB35020 Deskset Description” on page 9

Overview 7


Syn248 System Overview

Your Deskset is part of the Syn248 System. Syn248 differs from conventional telephone systems in that calls are not coordinated by a central controller. Instead, Syn248 uses a distributed control system over a Local Area Network (LAN). Figure 1 illustrates a sample system.

Figure 1. Sample Syn248 System

blue lines = telephone red lines = Ethernet

Overview 8


SB35020 Deskset Description

The key external features of the Deskset are identified in Figure 2 and described in Table 2.

Figure 2. Deskset Layout

Table 2 Deskset Features

1. Liquid Crystal Display (LCD) Provides controls and information for using the Deskset.

2. Soft Keys Three keys that produce different actions, depending on the LCD labels.

3. Handset Traditional 2-conductor wiring (FXO—Foreign Exchange Office Ports).

4. Hard Keys Fixed-function keys. See “Programmable Feature Keys” on page 16.

5. Programmable Feature Keys Provide easy access to various call functions.

6. Display Keys Control menu functions shown in the display.

7. Navigation Moves the cursor up (), down (), left (), right () on the display.

8. Voicemail Indicator Illuminates when there are new Voicemail messages.

1

2

435

6

7

8

Overview 9


Deskset Hard Keys

The hard keys include the standard telephone dial-pad keys and a set of function keys. The Deskset hard keys are identified in Figure 3 and described in Table 3.

Figure 3. Deskset Function Keys

Table 3 Deskset Function Keys

1. VOL+/VOL– Increases/decreases the ringer and voice volume.

2. HEADSET Routes audio to corded headset. Can be used to go off hook.

3. HOLD Puts the current active call on hold. Allows access to other calls and features while maintaining call connection.

4. MUTE Mutes the microphone. When on, the other party cannot hear you.

5. SPEAKER During a call, switches voice to and from the speakerphone. Can be used to answer or start a call, or to hang up.

12

3

4

5

Overview 10


Lines and Line Keys

The system administrator can configure your Deskset with up to 8 lines on which you can make and receive external calls. Each line is assigned to a Programmable Feature Key on the Deskset. These are called Line keys in this User’s Guide. One Programmable Feature Key is reserved for “Intercom” calls to other Deskset extensions.

Other Desksets in the system share these lines and display the line status. Incoming calls on a line ring at all Desksets that share that line. The Line key LED indicates whether a line is ringing, busy, or on hold.

The Line keys are used for receiving and making calls to external numbers. To call another extension in your office, you must use an Intercom key. By default, the Intercom key is the bottom Programmable Feature Key, but your system administrator can configure additional Intercom keys.

Figure 4. Idle Screen

Setting Your Password

You can protect your Deskset by setting a password that prevents other users from accessing your User Settings and Voicemail. If you create a password, you will need to enter it before accessing User Settings, Voicemail, and the WebUI.

For more information, see “Setting, Changing, or Resetting Your Password” on page 83.

Message StatusNumber of new, unreviewed voice messages.

Your Extension Number

Date and TimeExtension NameName assigned to this Deskset

Overview 11


Soft Keys

Soft keys are a set of three context-sensitive keys that provide functions based on what you are doing on the Deskset. The top example as illustrated in Figure 5 shows the soft key labels on the active call screen.

The soft key labels change according to the current task. For example, if you are holding a call, the key labels displayed are different from those displayed if you are making a call. See “Appendix A: Soft Keys” on page 110 for an alphabetical list of the labels that appear above the soft keys.

The top example shows the soft key labels for the soft keys on the active call screen.

The bottom example shows soft keys with and that indicate the feature uses more than three soft keys. To view the additional keys, press or .

Figure 5. Soft Keys and Scroll Indicators

Scroll Indicators

Scroll indicators appear in the upper right-hand corner of the display, as shown in Figure 5, when more information can be seen by pressing and .

Scroll Indicators

Soft KeysChange according to the current task.

Overview 12


Deskset Status Indicators

Status indicators appear in the upper right-hand corner of the Deskset display, as shown in Figure 6 and as described in Table 4.

Figure 6. Sample Status Indicator

Table 4 Status Indicators

Icon Status

1, 2, 3... Indicates the number of the associated Line key.

Ringer volume set to zero. The ringer is silent.

Intercom Auto Answer is ON.

Do Not Disturb is ON.

Less than five minutes of Voicemail recording time is available.

Voicemail is full.

Status Indicator Area

ANS

DND

Overview 13


Call Indicators

When the Deskset has an incoming, ongoing, or Held call, information about the call appears on the display. The Deskset screen displays one call at a time. You can access each call by pressing its Line key. The Line key LEDs reflect the call status. See “Call Status LEDs” on page 14.

During a call, icons show call status and soft keys show the optional actions to take as shown in Figure 7. The icon changes according to the call status. See “Call Status Icons” on page 15 for a complete description of the available icons.

The Call Timer displays the duration of the current call status, such as how long the call has been held.

If you subscribe to caller ID, Call Information consists of the phone number for all calls. Incoming calls also have the name if it is sent with the phone number.

Figure 7. Active Call Screen

Call Status LEDs

The Call Status LEDs flash to indicate call status as described in Table 5.

Call Information

Call Status Icon

Call Timer

Table 5 Call Status LED Activity

LED Activity Description

Off No Call

Steady GREEN Active call

Fast Flash GREEN Ringing call

Slow Flash GREEN Call held at your Deskset

Steady ORANGE Active call at another Deskset

Flash ORANGE Call held at another Deskset

Overview 14


Call Status Icons

Table 6 shows and describes the call status icons. The number beside an icon indicates the number of the associated Line key. See “Programmable Feature Keys” on page 16 for a complete description.

Table 6 Call Status Icons

Icon Status Icon Status

Off Hook

Indicates that you have lifted the handset, pressed SPEAKER or HEADSET, or you are on a phone call.

Conference On Hold

Indicates you have put a conference call on hold.

On Hold

Indicates you have put the call on hold.

Ringing Call and Ignored Call

Indicates an incoming call.

Conference

Indicates a conference call.

Call Forwarded

Indicates an internal call forwarded beyond your originally dialed number.

Overview 15


Programmable Feature Keys

The Deskset has ten Programmable Feature keys as shown in Figure 2 on page 9. Key 10 (bottom) is an Intercom key, and is not programmable. Press this key to call another extension. Your system administrator can program the other nine keys to access more outside lines, more Intercom lines, or for other functions, including Quick Dial. See “Quick Dial” on page 93 to add Quick Dial entries.

Table 7 lists the default functions for the Programmable Feature keys. Your key assignments may be different. Table 8 on page 17 has a complete list of possible Programmable Feature Key assignments.

Table 7 Programmable Feature Key Default Functions

Key Function Label For more information, see...

1 Line 1 “Lines and Line Keys” on page 11

2 Line 2

3 Line 3

4 Line 4

5 Page “Sending a Page” on page 69

6 Redial “Accessing the Redial List” on page 39

7 Directory “Using the Directory” on page 44

8 Call Log “Using the Call Log” on page 63

9 Messages “Voicemail Overview” on page 52

10 Intercoma

a. Non-programmable.

“Making an Intercom Call” on page 24

Overview 16


Programmable Feature Key LEDs

The Programmable Feature Keys have two-color LEDs to signal the status of some functions. The LED flash patterns indicate call and feature status as described in Table 8.

Table 8 Programmable Feature Keys LED Activity

Key LED Activity Description

Line 1, Line 2, Line 3... Off No call

Steady GREEN Active call

Quickly Flashing GREEN Ringing call

Slow Flash GREEN Call held at your Deskset

Steady ORANGE Active call at another Deskset

Flash ORANGE Held call at another Deskset

Page Off No page

Steady GREEN Making page

Quickly Flashing GREEN Receiving page

Redial Off Not applicable

Directory Off Not applicable

Call Log Off No new calls

Steady ORANGE One or more new missed calls

Messages Off No new messages

Steady ORANGE One or more new messages

Do Not Disturb Off DND off

Steady ORANGE DND on

Quick Dial Off Not applicable

Held Calls List Off Not applicable

Intercom Steady GREEN Active call

Quickly flashing GREEN Incoming call

Slowly flashing GREEN Held call

Help Off Not applicable

Overview 17


Dial-Pad Entry

Use the dial-pad keys to enter letters and numbers into a text field. Keys 2, 3, 4, 5, 6, and 8 have three assigned letters, while keys 7 and 9 have four assigned letters, as shown in Figure 8.

Figure 8. Dial Pad

Pressing 1 once enters a space; pressing it twice enters a 1.

Pressing a key numbered 2 to 9 enters characters in the following order:

1. Upper-case letters.

2. Key number.

3. Lower-case letters.

For example, pressing 2 cycles through A, B, C, 2, a, b, c. Pressing 7 cycles through P, Q, R, S, 7, p, q, r, s.

For text fields that accept only numbers, pressing a key once enters a number.

You can enter special characters by pressing the # and * keys.

Press # to cycle through the special characters # & ‘ , – . @ (in that order).

Press * to cycle through the special characters ! ( ) * + ? (in that order).

1 2 3

4 5 6

7 8 9

0

ABC DEF

GHI JKL MNO

PQRS TUV WXYZ

OPER #*

Overview 18


Using the Speakerphone

When the speakerphone is active, the SPEAKER key is lit.

To use the speakerphone:

1. To initiate a call, press SPEAKER. The key becomes backlit and you hear a dial tone. Begin dialing.

2. To end a call, press SPEAKER. The key backlight goes out.

During an active call, if you are using the handset or a corded headset, pressing SPEAKER switches audio to the speakerphone. If the handset is not “hung up,” pressing SPEAKER switches audio between the handset and the speakerphone.

Using Help Screens

You can view Help on the Deskset screen. These are very brief descriptions of how to use some of the features.

To use the Deskset Help:

1. Press MENU, then 1, and then 0.

A menu of help items appears.

2. Press and to scroll to the desired help item.

3. Press SELECT.

4. Press CANCEL to return to the previous menu.

Overview 19


C H A P T E R

2

MAKING CALLSThe SB35020 Deskset provides several methods for making a call. If you are in Idle mode or have calls on hold, you can predial a phone number and then go off hook to call the number. You can make a call at any time by choosing an off-hook method, then dialing a number. This is referred to as Live Dialing. You can also predial or live dial using phone numbers from lists, such as the Directory, Call Log, Redial, Quick Dial, and Messages.

You can dial the extension for the system operator by pressing 0 (zero).

“Active Call Screen” on page 21

“Predialing” on page 22

“Live Dialing” on page 22

“Making a Call from a List” on page 23

“Making an Intercom Call” on page 24.

Making Calls 20


Active Call Screen

The Active Call screen, as shown in Figure 9, appears while you are on a call.


Table 9. Active Call Screen Description

Key Description

Begins transfer of a call.

Begins a conference call.

External calls only—Simulates a hook flash, which signals your telephone service provider to activate a feature. For example, hook flash may switch you to another incoming call when you hear a call-waiting tone, or enable you to create a conference call. These features may be offered as part of your phone plan. Features that use hook flash occur at the Central Office (CO) and are separate from any similar functions in Syn248.

Call TimerCalled Phone Number

Call-Status Icon

Transfer

Conf

Flash

Making Calls 21


PredialingPredial is only available when the Deskset is idle or when all calls are on hold. In Predial mode, there is no dial tone. You can only predial one phone number at a time. To begin Predial, press a dial-pad key.

To make a Predial call:

1. Using the dial pad, enter the phone number (for example: 232-555-0176). The predial screen appears.

Before you call the number, you can press:

to store the number in your Personal list.

to insert a two-second pause into the phone number.

to delete the last digit entered.

CANCEL to cancel predial.

2. Lift the handset, or press SPEAKER, HEADSET, or press a Line key to go off hook and call the number.

Live DialingYou can make a call by going off hook, then dialing a phone number.

To dial a live number:

1. Do one of the following to go off hook (to hear the dial tone) from Idle mode:

Lift the handset.

Press SPEAKER or HEADSET.

Press an available Line key.

2. Enter the number you want to dial.

The Active Call screen appears.

Store

Pause

Backspc

When all the lines are in use, you cannot start a new call by lifting the handset, or by pressing SPEAKER or HEADSET. Instead, the screen briefly displays All Lines Busy.

Making Calls 22


Making a Call from a List

To make a call from a list:

1. Access the desired list entry. For example, to view the Directory, press MENU, then 1, and then 5. The Directory screen appears. See “Accessing Items in Lists” on page 37.

2. Press or until the desired entry appears.

3. Press or SELECT to dial the displayed number. The Deskset dials the number and the Active Call screen appears.

Call

Making Calls 23


Making an Intercom Call

To make an internal (extension-to-extension) call, you must use the Intercom line, which you can access by pressing the INTERCOM key. By default, key 10 is an INTERCOM key, as shown in Figure 10, but your system administrator can configure additional Intercom keys to give you more Intercom lines.

Figure 10. Intercom Key

To make an intercom call:

1. With the Deskset in Idle mode, go off hook by lifting the handset, pressing SPEAKER, or by some other method.

2. Press the INTERCOM key, then dial the extension number.

Instead of dialing after pressing the INTERCOM key, you can press , highlight the desired extension number, then press SELECT to dial the number.

3. When your Intercom call is answered, the Active Call screen appears.

ExtList

Making Calls 24


C H A P T E R

3

ANSWERING CALLSWhen a call comes in, the Deskset rings and the incoming call information appears as shown in Figure 11 on page 26. The screen displays the caller’s name and number (if available). If there is more than one incoming call, the new calls are assigned to Line keys while the oldest call remains on the screen. You can answer or ignore each call.

The following sections describe handling incoming calls:

“Incoming Call Screen” on page 26

“Incoming Call Indication” on page 26

“Answering a Call” on page 27

“Ignoring a Call” on page 27

“Intercom Auto Answering” on page 28

“Call Forward–No Answer” on page 28

“About the Auto Attendant” on page 29.

Answering Calls 25


Incoming Call Screen

The Incoming Call and Active Call screens are shown in Figure 11.

Figure 11. Incoming Call and Active Call

.

Incoming Call IndicationWhen there is an incoming call, the Deskset rings. See “Sounds” on page 79.

When there are no active or held calls, an Incoming Call screen appears as shown in Figure 12.

Figure 12. Incoming Call Screen

If someone at another Deskset answers an outside call, your Deskset returns to Idle mode.

If your company has caller ID, the Incoming Call screen displays caller information. If the caller ID information is absent because it is unavailable, UNKNOWN NAME and UNKNOWN NUMBER display. If the caller chooses not to send the information, PRIVATE NAME and PRIVATE NUMBER display.

Table 10. Incoming Call Screen Soft Keys

Key Description

Answers incoming call.

Silences ringer during incoming call.

Press Answer

Incoming Call Active Call

Answer

Ignore

Do Not Disturb automatically silences the ringer. See “Using Do Not Disturb (DND)” on page 86.

Answering Calls 26


Answering a Call

To answer a call:

To answer an incoming call, do one of the following:

Lift the handset.

Press to answer using the Preferred Audio method. See “Preferred Audio Mode” on page 81.

Press SPEAKER to use the speakerphone.

Press HEADSET to use a headset connected to the Headset jack. See “Call Management Using a Headset” on page 36.

For multiple incoming calls, press the corresponding Line key to answer each call. The previous active call is put on hold. New calls remain in the display until you answer or until you press .

The active call screen appears.

Once you answer a call:

Previous active calls are automatically put on hold.

If you were predialing, that call is canceled.

Ignoring a Call

You can ignore an incoming call by pressing to silence the ringer. The silenced ringer icon appears. If you are on an active or held call, after the incoming call has been ignored, the screen returns to the call you were on before the incoming call.

Once a call is ignored:

The key is no longer available on the incoming call screen.

The Line key continues to flash. If it is an Intercom call, the Intercom key flashes.

You can press the flashing Line or Intercom key to answer the incoming call.

When you have no other active calls, you can lift the handset, press SPEAKER, or press HEADSET to answer the incoming call.

If no one answers the call, the call goes to the Call Forward–No Answer destination. The default destination for external calls is the Auto Attendant. The default destination for Intercom calls is voicemail. See “Call Forward–No Answer” on page 28.

Answer

Ignore

If you are listening to Voicemail when a call comes in, press to return to the message playback screen.

Ignore

Ignore

Ignore

Answering Calls 27


Intercom Auto Answering

You can set your Deskset to answer Intercom calls automatically, without your having to touch the phone to answer. When you enable Intercom Auto Answer, ANS appears at the top of the Deskset screen as shown in Figure 13 unless DND is active, since Auto Answer is disabled when DND is on.

Figure 13. Intercom Auto Answer Enabled

To respond to an Auto Answered Intercom call:

After the call rings for the amount of time specified in the Auto Answer Delay (See “Intercom Auto Answer” on page 76), a two-second notification screen appears, and you hear a warning tone. Speak after the tone.

If you do not want the Deskset to automatically answer the call, press CANCEL or while the call is ringing to send the call to the Intercom Call Forward–No

Answer target. See “Call Forward–No Answer” on page 28.

If there are multiple incoming Intercom calls, Auto Answer applies to the first call.

Call Forward–No Answer

Call Forward–No Answer is a setting that redirects incoming calls. The Syn248 system has two types of Call Forward–No Answer settings.

Phone Line Call Forward–No Answer can only be set by the system administrator. This setting determines the destination for unanswered calls on each line. After a call is forwarded, the call cannot be answered at the Deskset. Calls can be forwarded to:

an extension

an extension’s voicemail (without ringing the Deskset)

an external phone number

Auto Attendant (default destination). See “About the Auto Attendant” on page 29.

Intercom Auto Answering applies only to direct Deskset-to-Deskset calls. Auto Answering does not apply to forwarded calls that use your Intercom line(s).

0:05Graham Bell9-800-216-2007Transfer Conf Park

1AA

Call Answered.Speak after the tone.

If the Intercom Auto Answer Delay is set to zero, you hear no ring. Instead, the Call Answered screen appears and you hear the warning tone.

Ignore

Answering Calls 28


Intercom Call Forward–No Answer is a setting unique to each Deskset. The system administrator also sets this setting. This setting determines the delay of, and the destination for, unanswered calls coming through your Intercom line. These calls can include Intercom calls or outside calls forwarded to you by the Phone Line Call Forward–No Answer setting. The default destination is your voicemail. It can also be set for another extension, an outside phone number, or OFF.

About the Auto Attendant

The Syn248 system features an Auto Attendant that can answer calls during periods when your office is closed or when calls go otherwise unanswered. The Auto Attendant has an interactive voice menu that can guide callers to the desired extension or extension’s voicemail.

The user at the Operator extension can set the Auto Attendant to one of three menus: a default menu, a Day menu and a Night menu. The default menu instructs callers to “Enter the extension number or enter 0 for the operator.” You can customize both the Day and Night menus with your own greeting message and instructions to callers.

Caller Options

Until callers get through to a live person, they can press 0 at any time to redirect their call to the system operator, if the system administrator has enabled this feature.

When a caller is redirected to Voicemail, the caller has the option to press 5 to skip the greeting and press 0 to reach the operator.

The Auto Attendant may be set up so that callers can access the Auto Attendant directory. This allows callers to use any touch-tone phone's dial pad to spell your name, followed by pressing the pound (#) sign, to reach your extension.

Answering Calls 29


C H A P T E R

4

CALL MANAGEMENTThis chapter describes the call management features of the SB35020 Deskset. The Deskset enables you to put calls on hold, transfer calls, and create conference calls.

“Call Management” on page 31

“Putting a Call on Hold” on page 32

“Transferring a Call” on page 33

“Making a Conference Call” on page 34

“Call Management Using a Headset” on page 36.

Call Management 30


Call Management

Call Management begins with the Active Call screen shown in Figure 14. The Call Status icons are described in “Call Status Icons” on page 15.


Table 11 Active Call Screen Description

Key Description

Begins transfer of a call.

Begins a conference call.

External calls only—Simulates a hook flash, which signals your telephone service provider to activate a feature.

Transfer

Conf

Flash

Call Management 31


Putting a Call on Hold

All Desksets that share assigned lines can view held calls and take calls off hold.

To hold calls and manage held calls:

1. When you are on an active call, press HOLD.

The Held Call icon appears and the Line key LED flashes green.

On other Desksets that are assigned that line, the Line key LED flashes orange. Someone at any other Deskset assigned that line can press the flashing orange Line key to take the call off hold, making it an active call on their Deskset.

All Desksets, including those that are not assigned that line, can view and take your call off hold from the Held Calls list. See “Accessing the Held Calls List” on page 42.

When you put an Intercom call on hold, only you can take the call off hold.

When a call is on hold, you can use the Programmable Feature Keys or the Deskset Menu to access other functions.

When a call is on hold, you can also press to start a conference call. See “Making a Conference Call” on page 34.

2. To take the call off hold, press the flashing green Line key for that call.

Conf

Call Management 32


Transferring a Call

You can transfer an active call to:

an internal extension

an outside number, if this function has been enabled by your system administrator

another extension‘s voicemail.

To transfer a call:

1. Press from the Active Call screen. The call is automatically put on hold and the Transfer Setup screen appears.

2. Select a transfer target. You can:

press the Intercom key and dial an extension number.

press an available Line key and dial an external number. Depending on your system configuration, transferring calls to an outside line may be disabled.

take a held call off hold.

call a number from a list. For example, press and select an extension to call.

transfer the call directly to voicemail by pressing , then selecting an extension.

3. When the new call is established, you are ready to transfer the first call. You can:

speak to the person to whom you are transferring the call and announce the transfer.

cancel the Transfer Setup screen on the first call by selecting the first call and pressing CANCEL. The call remains on hold.

4. To complete the transfer, press . A Call Transferred screen appears for two seconds. When the transfer is complete, the screen returns to Idle mode.

Transfer

Press Transfer

ExtList

VMList

Transfer

Call Transferred.

Call Management 33


Making a Conference Call

You can set up a conference call with yourself and two telephone numbers (either internal, outside, or with both).

To make a conference call:

1. Press from an Active Call screen. The call is automatically put on hold and the Conference Setup screen appears.

2. Establish a second call. You can dial the second call normally or you can select a held call and take it off hold, or you can start the second call from a list.

When the second call has been established, the soft key appears.

3. To join the calls, press .

Your extension is now in conference with the other two phone numbers.

If you hang up while on the conference, the conference ends. If you make or answer another call, the conference continues without you. You can rejoin by pressing a corresponding Line key.

Conf

Press Conf

Join

Join

Call Management 34


Putting a Conference on Hold

To put a conference on hold:

1. Press HOLD.

The other callers can continue communicating with each other. The held conference icon indicates a held conference.

A conference is automatically put on hold when you:

Press an available Line key to start a new call.

Answer an incoming call.

To take a conference call off hold:

1. Press a corresponding Line key.

Ending a Conference

To end a conference:

From the Conference screen, you can press:

to end the conference. Both calls hang up and your Deskset returns to the Idle screen or the call you were on before the conference call.

a Line key to display the call you want to end, and then press . The other call remains active.

is unavailable during an active call if you have another conference on hold.

Conf

EndConf

Drop

Call Management 35


Call Management Using a Headset

You can use a corded or cordless headset with the SB35020 Deskset if it is plugged into the jack on the back of the Deskset. The cordless headset must provide its own wireless radio.

To use a Headset:

From Idle mode or during a call, press the HEADSET key.

If you have a headset connected and turned on, then the headset becomes active.

To return audio to the Deskset (speakerphone or handset), press the HEADSET key.

You cannot use the Deskset HEADSET key to control the audio of headsets.

Call Management 36


C H A P T E R

5

ACCESSING ITEMS IN LISTSThe Deskset has lists of phone numbers that are used for making calls and for call management. Some of the lists, like Voicemail, have other features associated with them that are explained elsewhere in this guide. In this chapter, you learn how to access an individual item in a list. All instructions start from the Idle screen.

The Deskset may provide access to the following lists:

Directory List — See Chapter 6, “Directory” on page 43

Voicemail List — See Chapter 7, “Voicemail” on page 51

Call Log — See Chapter 8, “Call Log” on page 62

Extension List — See “Accessing the Extension List” on page 38

Redial List — See “Accessing the Redial List” on page 39

Held Calls List – See “Accessing the Held Calls List” on page 42.

Accessing Items in Lists 37


Accessing the Extension List

You can access the Extension List as part of the Directory when the phone is idle. See “Using the Directory” on page 44. When you go off-hook, you can access the Extension List using the soft key that appears.

To access the Extension List:

1. Lift the receiver or press SPEAKER, then press the Intercom key.

The Dialing screen appears.

2. Press . The Extension List appears.

3. Press or until you highlight the desired entry.

4. Press SELECT to call the highlighted extension.

ExtList

ExtList

You can also access the Extension list from the following:

Transfer — See “Transferring a Call” on page 33.

Conference Setup — See “Making a Conference Call” on page 34.



Accessing the Redial List

The last 20 phone numbers that you dialed are recorded in the Redial list, as shown in Figure 15 and described in Table 12.

Figure 15. Redial List

Dialing a Redial Number

To dial a Redial number:


The Redial list appears.

2. Press or until you see the desired entry.

3. Press SELECT to redial the number, or press to:

redial the number by pressing .

Table 12. Redial List Function

Key Description

Stores the caller’s number in the Personal list. You can also enter the caller’s name.

Deletes the entry.

Allows you to dial the number or store the caller’s number in the Personal list.

Deletes all entries.

��

Store Delete Callback

Number, time and date

Store

Delete

Callback

DelAll

��

Store Delete Callback

Callback

Call

��

Call Store



store the caller’s number by pressing . The Store Redial Entry screen appears with the number filled in.

If necessary, enter the caller’s first and last names. Press to move the cursor to the Last Name and Phone # entries.

Press to save the entry.

4. Press CANCEL to exit the Redial list.

Deleting Redial Entries

You can delete a single Redial entry from the Redial list or all Redial entries. Ensure the entry you wish to delete is displayed.

To delete a single entry:

1. In the Redial list, press or until you see the desired entry.

2. Press .


To delete all Redial entries:

1. In the Redial list, press or to display the soft key.

2. Press . A confirmation screen appears.

3. Press to confirm deletion.


Store

Save

The system does not check for duplicate entries.

Delete

DelAll

��

DelAll

DelAll

Are you sure you want to delete all entries?

Yes No

Yes



Searching the Extension or Directory Lists Using the Dial Pad

Use the dial pad to get to the first entry that starts with any letter.

To search for a list entry:

1. Select a list to search, such as the Directory.

2. Press the dial-pad keys to cause the Deskset to search for an exact match or the closest match. For example:

If you press 4 once, the Deskset searches for names beginning with G.

If you press 7 three times, the Deskset searches for names beginning with R.

See “Dial-Pad Entry” on page 18 for information on entering other individual letters. This searching function uses only the uppercase letters.

When an exact match is found, the entry appears.

If you enter a letter and the Deskset cannot find an exact match, the Deskset displays the entry with the next closest alphabetical match.

�� !��"$%�&

CallLastNmeNew

��'��()��"$%�&��



Accessing the Held Calls List

When you or anyone else in your office puts an external call on hold, the call is displayed in the Held Calls List. The Held Calls List shows all held calls on all lines in the system, including lines that haven’t been assigned to your Deskset Line keys.

You can view and retrieve any held call in the system from the Held Calls List. A call retrieved from the Held Calls List uses an Intercom line on your Deskset.

Your Deskset Line keys flash orange to indicate held calls on the lines that were assigned to your Deskset. Pressing a flashing orange Line key is the easiest way to retrieve a held call. However, this is not always possible because all Desksets in the system may not have the same lines assigned to them. For example, your department may have lines 1 and 2 assigned to your Desksets. Another department in your company may have lines 3 and 4 assigned to their Desksets. Using the Held Calls List, you can access calls being held on lines 3 and 4.

To retrieve a call from the Held Calls List:

1. Press MENU, then 1, then 1.

The Calls on Hold screen appears.

2. Press or to highlight the desired call.

3. Press SELECT to retrieve the call.

The call becomes active on your Intercom line. Any previous active call on your Deskset goes on hold.

If you put an external call on hold then retrieve the same call from the Held Calls List, you will only be able manage the call on the Intercom line.



C H A P T E R

6

DIRECTORYThe Syn248 system provides three Directory lists. By default, the system displays entries from all three lists. See “To view and call Directory entries:” on page 45 to learn how you can limit this display to one of the three lists.

Personal — You can add, edit, and delete up to 50 entries in this Personal directory from the Deskset or the WebUI. These entries are available only at your extension.

System — This public directory is created and maintained by the system administrator. You can view and sort this directory, but you cannot modify it.

Extension — This is a list of all extensions in the system. It contains the Display Names that the administrator entered and the extension number of each Deskset. You can view and sort this directory, but you cannot modify it.

“Using the Directory” on page 44

“Viewing and Calling Directory Entries” on page 45

“Creating a New Personal List Entry” on page 46

“Editing a Personal List Entry” on page 47

“Storing Directory Entries from the Call Log or Redial List” on page 49

“Sorting Directory Entries” on page 50.

Directory 43


Using the Directory

Access the Directory by pressing MENU, then 1, and then 5 to display the screen shown in Figure 16 and described in Table 13.

Figure 16. Directory

Table 13. Directory Screen Description

Key Description

Creates a new entry in the Personal list.

Allows you to change previously entered information.

Switches between first and last name sorting.

Dials the on-screen number.

Displays a list of Directory settings.

Deletes the entry.

�� !��"$%�&

CallLastNmeNewEntry type (Personal, System, or Extension)

Full name and number displayed

New

Edit

FirstNmeLastNme

Call

Settings

Delete

Directory 44


Viewing and Calling Directory Entries

By default, the Directory screen displays entries from all three Directory lists—Personal, System, and Extension. You can change the Directory settings to view any combination of the lists. Within a list, you can press a dial-pad key to see the first name that starts with the first letter on that key. If there is no match, the Deskset displays the next entry in the alphabetical list.

To view and call Directory entries:


The Directory list appears.

2. Press or to show the desired entry.

3. Press SELECT to dial the displayed phone number.

To change Directory settings:

1. From the Directory list, press or to display the soft key.

2. Press to display the Directory Settings screen.

3. Press or to highlight the desired list, and press or to select Show or Hide. Show all lists by setting all three to Show.

OR

Press or to highlight Sort Order, and press or to select the default sort order.

4. Changes are saved immediately. Press CANCEL to return to the Directory screen.

�� !��"$%�&

CallLastNmeNew

Settings

Settings

��'��()+$��+�(��,��'�+�� -'��./%:�;�


Creating a New Personal List Entry

You can add up to 50 personal entries to the Directory. These personal entries are only visible at your extension.

To create a new Personal list entry:


The Directory appears.

2. Press to display the Personal Entry screen with the cursor positioned in the First Name field.

3. Edit the First Name, Last Name, and Phone # fields using the dial pad. See “Dial-Pad Entry” on page 18. The name text fields are limited to 20 characters each and the number field is limited to 32 digits.

When editing the entry, you have the following options:

Press or to move the cursor.

Press or to move to the previous or next field.

Press to erase the highlighted character if there is one, or else the character before the cursor.

When entering a phone number, press to insert a two-second pause. The pause appears as a P in the field and is counted as a digit.

4. Press . The Directory appears.

New

First Name:Last Name:Phone #:

Save Backspc

Backspc

Pause

Save

Directory 46


Editing a Personal List Entry

You can edit any Personal list entry while viewing the Directory.

To edit a Personal list entry:



2. Press or to display a Personal entry to be edited.

3. Press so that appears, then press . The Personal Entry edit screen appears.

4. Edit the First Name, Last Name, and Phone # fields using the dial pad. See “Dial-Pad Entry” on page 18. The name text fields are limited to 20 characters each and the number field is limited to 32 digits.

When editing the entry, you have the following options:

Press or to move the cursor. Press or to move to the previous or next field. Press to erase the highlighted character if there is one, or else the

character before the cursor.

When editing a phone number, press to insert a two-second pause. The pause appears as a P in the field and is counted as a digit.

5. Press . The Directory appears.

Edit Edit

The key is not available when a System or Extension entry appears in the Directory list.

Edit

Backspc

Pause

Save

Directory 47


Deleting a Personal List Entry

You can delete any one of your personal list entries while viewing the Directory.

To delete a Personal list entry:



2. Press or to display the entry to be deleted.

3. Press so that appears.

4. Press . The confirmation screen appears.

5. To confirm the deletion, press .

Delete

Delete

Are you sure you want to delete this entry?

Yes No

Yes

The key is not available when a System or Extension entry appears in the Directory.

Delete

Directory 48


Storing Directory Entries from the Call Log or Redial List

To store a Call Log or Redial entry into your Personal list:

1. In the Call Log or Redial list, press or to display the desired entry.

2. If necessary, press or to see the soft key.

3. Press to store the entry in your Personal list. The Personal Entry screen appears.

The Deskset automatically fills in the name and number, if available.

If necessary, edit the name and number. Press to move the cursor to the Last Name and Phone # entries.



4. Press to save the entry.

Store

Store

Backspc

Pause

Save

The system does not check for duplicate entries.

Directory 49


Sorting Directory Entries

The Directory entries are sorted by first or last names. When you use the dial pad to search, the system searches for the names in the sort order.

To sort Directory entries:



2. To sort the entries by first name, press .

To sort the entries by last name, press .

The Directory stays in the chosen sort order until you change it.

FirstNme

LastNme

Directory 50


C H A P T E R

7

VOICEMAILYour Syn248 system records and saves incoming voicemail messages. You can play, delete, or forward those messages to one or many other extensions. The MESSAGE WAITING LED, shown in Figure 17 on page 52, lights up when there is at least one new message.

Each message can be up to 2 minutes long. The Personal Mailbox at your Deskset has 30 minutes of recording time.

The following sections describe how to listen to and manage voicemail on your Deskset:

“Voicemail Overview” on page 52

“Setting up Your Voicemail Greetings” on page 53

“Accessing Your Messages” on page 54

“Deleting Messages” on page 57

“New Message Status Indications” on page 58

“Accessing Your Voicemail Remotely” on page 59.

Voicemail 51


Voicemail Overview

When there is at least one new message, the MESSAGE WAITING LED lights up, as shown in Figure 17.

Figure 17. Message Waiting LED

To access your messages, see “Accessing Your Messages” on page 54. Each message appears on a screen similar to the screen shown in Figure 18. To see other messages, press or . Pressing or displays the soft keys described in Table 14.

Figure 18. Messages Screen

Table 14. Voicemail List Description

Key Description Key Description

Plays message. Deletes displayed message.

Deletes all Voicemail messages.

Plays all Voicemail messages.

Allows dialing options before calling a number from Call Log, Redial list, or Messages.

Clears and restores the new message indication from a message.

MESSAGE WAITING LED

Name and number

Indicates a new message.

Message Counter

Time and date the message was recorded.

Play DelMsg

DelAll PlayAll

Callback ClrNew

MrkNew

Voicemail 52


Setting up Your Voicemail Greetings

You can have three different greetings for your Voicemail. You can then activate the one that is currently appropriate. You can record a Primary Greeting to use most of the time and an Alternate Greeting for when you are out of the office. The Pre-Set greeting, “Please leave a message after the tone,” is used when no other greeting is recorded.

To record a Primary or Alternate greeting:

1. Press MENU, then 2, then 1, and then 1 to display the Voicemail Greetings menu.

2. Press or to highlight the Primary or Alternate greeting. You cannot record over the Pre-Set greeting.

3. Press . The message review screen appears. The and soft keys do not appear if a greeting has not already been recorded.

4. If you wish to record the greeting on the handset, lift the handset. You can also record the greeting on the speakerphone.

5. To record your greeting, press . The message recording screen appears.

6. Press when you are finished. The greeting is saved and the message review screen appears. Recording stops automatically if you exceed the 60-second time limit.

7. Press to review the message or to delete the greeting.

8. Press CANCEL to return to the Voicemail Greetings menu.

PlayRec Play Delete

Record

Stop

Play Delete

Voicemail 53


To activate a greeting:

1. Press MENU, then 2, then 1, and then 1 to display the Voicemail Greetings menu.

Press or to highlight the Primary, Alternate, or Pre-Set greeting to be played to outside callers.

2. Press to make the highlighted greeting the greeting played to callers. The system checks to see if the selected greeting has been recorded.

If the selected greeting has been recorded, [ACTIVE] appears beside the selected greeting.

If a greeting has not been recorded, Greeting not recorded appears. To record a Primary or Alternate greeting, see “To record a Primary or Alternate greeting:” on page 53.

Accessing Your Messages

To access an entry from Voicemail:


If necessary, use the dial pad to enter your user password and press SELECT.

The Messages screen appears.

2. Press or until you see the desired Messages entry.

3. Press CANCEL to exit the Voicemail list.

When you highlight the Pre-Set greeting, the PlayRec soft key changes to Play. You cannot delete or record over the Pre-Set greeting.

Activate

Once you have entered your password, you do not have to enter it again while you are reviewing messages. However, if you exit the Messages screen, you will need to enter your password to access the Message list.

Messages 1/10Graham Bell Jul 19232-555-0176 1:18p

Play DelMsg Callback

!

Voicemail 54


Message Playback

You can play either a single message or all of your Voicemail messages.

To play a single message:

1. On the Messages screen, press or until the desired entry is on the screen.

2. Press . The ! icon appears on messages that are being played for the first time.

During message playback, you can press:

to pause message playback.

to delete the message. If there are more messages, the next message is displayed.

or to skip back or forward by 8 seconds.

or to skip to the previous (newer) or next (older) message.

To play all messages:

1. On the Messages screen, press or to display the soft key.

2. To play all messages, press .

The system starts with the oldest and ends with the most recent. There is a short beep between messages. The ! icon appears on messages that are being played for the first time. During message playback, you can press:

to pause message playback.

or to skip back or forward by 8 seconds.

or to skip to the previous or next message.

CANCEL to stop playback and return to the Messages list.

If all messages play without interruption, you return to the Messages list with the last played message on the screen.

Messages 1/10Graham Bell Jul 19232-555-0176 1:18p

Play DelMsg Callback

!

Play

Graham Bell

��

!Jul 19 1:18p

Pause

Delete

PlayAll

PlayAll

Pause

Voicemail 55


Calling the Messenger

You can call back the person who left the Voicemail message.

To call back the person who left the message:

1. In the Messages list, press or until the desired entry is on the screen.

2. Press . The Call Back screen appears.

Press or to view the dialing options.

Press to dial the number.

Press to store the entry in your Personal Directory.

Press CANCEL to return to the Messages list.

Callback

Call BackGraham Bell

232-555-0176Call Store

Call

Store

Voicemail 56


Deleting Messages

You can delete a single message or all messages from the Messages screen. You can also delete a single message during message playback, as described in “Message Playback” on page 55.

To delete a single message or all messages:


2. Press to delete the message.

The system deletes the message and displays call information for the next message.

OR

To delete all messages:

a. Press or to display the soft key.

b. Press .

The confirmation screen appears.

c. Press to confirm.

DelMsg

DelAll

Messages 1/9David Carter Jul 19443-555-0625 11:07a

DelAll

DelAll

Are you sure you want to delete all messages?

Yes No

Yes

All messages are deleted, including new (unheard) messages.

Voicemail 57


New Message Status Indications

You can add a new message indication ( ) or delete the new message indication from a message. The new message indication disappears after you play a message, but you can mark a message as “new” or “old” at any time.

To clear and restore new Message indications:


2. Press or to display the soft key.

3. Press to clear the new message indication.

The soft key replaces .

4. If desired, press to restore the icon for a selected message, marking the message as new again.

ClrNew

Messages 1/10Graham Bell Jul 19232-555-0176 1:18pFw dMsg PlayAll ClrNew

!

ClrNew

MrkNew ClrNew

MrkNew

Voicemail 58


Accessing Your Voicemail Remotely

Remote access allows you to listen to Personal Messages or change the recorded greeting when you are away from your Deskset. Follow the voice prompts and press the appropriate dial-pad keys to navigate through the system. The voice prompts in a menu list are repeated three times with a 5-second pause between. After three times with no action, the voice says “Goodbye” and the remote call is disconnected.

Listening to the time/date stamp information of a message does not count as listening to the message. If you access the Voicemail through remote access and skip to another message while the time or date is playing, the message is still considered new.

To access Voicemail remotely:

1. Dial your company phone number.

2. Depending on your system settings, do one of the following:

If the Auto Attendant answers your call, enter your extension number. When your extension rings, wait for your call to go to voicemail, then press the star key twice (* *) when you hear your voicemail greeting.

If the Auto Attendant allows you to reach your extension’s voicemail directly, press the star key twice (* *) when you hear your voicemail greeting.

If the Phone Line Call Forward–No Answer setting forwards your call directly to your voicemail, press the star key twice (* *) when you hear your voicemail greeting.

If the Phone Line Call Forward–No Answer setting rings your extension, wait for your call to go to voicemail, then press the star key twice (* *) when you hear your voicemail greeting.

3. When you hear “Enter your access code, followed by the pound key” enter your password (if you have created one), then enter pound (#) to access the voice prompt menu.

If you have not created a password, press the pound (#) key.

To use this feature, your system must be set up for remote voicemail access. The Phone Line Call Forward–No Answer setting and Intercom Call Forward–No Answer setting must allow you to reach your extension’s voicemail. For more information, consult your system administrator.

If your mailbox is full, your voicemail greeting does not play. Instead you hear “Voicemail is full” before being disconnected. To access your voicemail when your mailbox is full, quickly press the star key twice (* *) just as the “Voicemail is full” announcement begins.

Voicemail 59


To access Voicemail remotely – listen to messages:

Once you have accessed the system, the Main Menu plays. From this menu you can listen to old or new messages as shown in Figure 19. You have the following options:

To listen to new messages, press 1.

To listen to old messages, press 2.

To change Voicemail options, press 8.

Once you press 1 or 2, and the messages start playing, you have the following options:

To stop message playback and replay options, press 5.

To delete the current message, press 3.

To repeat the previous message, press 4.

To skip this message, press 6.

To jump back 8 seconds, press 7.

To jump forward 8 seconds, press 9.

To return to the previous menu, press star * .

Figure 19. Remote Voicemail Access

Voicemail 60


To access Voicemail remotely – Voicemail greeting setup:

1. To set up the Voicemail greeting, access the system and press 8. As illustrated in the flow diagram in Figure 20, you have the following options:

To record a primary greeting, press 1.

To record an alternate greeting, press 2.

To choose the Primary or Alternate greeting, press 7.

2. Begin recording after the tone.

3. To end the recording, press 5.

4. Select one of the following options:

To review the recording, press 1.

To record over the greeting, press 3.

To accept the greeting, press 9.

Figure 20. Remote Voicemail Greeting Setup

Voicemail 61


C H A P T E R

8

CALL LOGThe Deskset Call Log provides available name and number information for the last 50 calls received. The newest entries replace the oldest.

“Using the Call Log” on page 63

“Managing Missed Calls” on page 64

“Deleting Call Log Entries” on page 67.

You can view the Call Log by pressing MENU, then 1, and then 6 from the Idle screen.

This system has a caller ID feature that works with the caller identification service offered through your telephone service provider. There is a fee for this service, and it might not be available in all areas. This telephone can provide information only if both you and the caller are in areas offering caller identification service, and if both telephone service providers use compatible equipment.

Call Log 62


Using the Call LogThe Call Log soft keys, as shown in Figure 21 and described in Table 15, are available whenever the Call Log has at least one entry.

Figure 21. Call Log Functions

The Voicemail message icon appears in call entries where the caller left a message. The icon remains until you delete the message. An ! icon indicates the message is new.

If your company has caller ID, the caller information appears. If the caller ID information is absent because it is unavailable, UNKNOWN NAME and UNKNOWN NUMBER appear. If the caller chooses not to send the information, PRIVATE NAME and PRIVATE NUMBER appear.

1. Current Call Log entry number/ total number of entries

50/50 maximum.

2. Name and number

3. Voicemail message available for playback.

Exclamation mark (!) indicates the message is new.

4. NEW Indicates the call was not answered and has not been reviewed.

Table 15. Call Log Soft keys

Key Description Key Description

Plays message. Appears only when there is a message.

Deletes the entry.

Dials the entry. Stores number in your Personal list.

Clears [NEW] indication from the displayed entry.

Deletes all entries.

24

3

1

PlayMsg Delete

CallBack Store

ClrNew DelAll

Call Log 63


To access the Call Log:


The most recent Call Log entry appears.

2. Press or until the desired entry is on the screen.

3. Press CANCEL to exit the Call Log.

Managing Missed Calls

All incoming calls are recorded in the Call Log. Unanswered calls that have not been reviewed are indicated by [NEW].

To review and make calls from the Call Log:

1. On the Call Log screen, press or to see the desired entry.

Press to access dialing options before calling a number and to dial the displayed number. The Call Back screen appears.

Press to dial the on-screen number.

Call Log entries may not be in the proper format for dialing. In some areas, you need to remove the area code or add or remove a 1. Press or to view the dialing options. The following dialing options are available:

nnn-nnnn (7 digits)

1-nnn-nnnn (8 digits)

nnn-nnn-nnnn (10 digits)

1-nnn-nnn-nnnn (11 digits).

Press to delete the displayed entry.


11:15a Oct 20 1/35Graham Bell232-555-0176 [NEW]

!

PlayMsg Delete Callback

CallBack

Call Store

Call BackAngela Martin 732-555-7318

Call

Delete

Call Log 64


Listening to Voicemail From the Call Log

If the caller left a Voicemail message, you can play the message from the Call Log.

To play a Voicemail message from the Call Log:

1. On the Call Log screen, press or until the desired entry is on the screen.

2. Press . The message playback screen appears.

If necessary, use the dial pad to enter your password and press SELECT.

3. Press Delete while the message is playing to delete the voice message. There is a slight delay until the message indicators change.

4. When the message playback completes, the Call Log appears.


PlayMsg

Graham Bell

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!Jul 19 1:18p

only appears if the call has an associated Voicemail.PlayMsg

Call Log 65


Storing Call Log Entries

To store a Call Log entry into your Personal list:

1. From the desired Call Log entry, press or to display the soft key.

2. Press to store the entry in your Personal list. The store personal entry screen appears.

The caller information fills in the First Name and Number fields.

3. If necessary, edit the name and number. Press to move the cursor to the Last Name and Phone # entries.



4. Press to store the entry and return to the Call Log.


Store

Store

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user’s guide · this user’s guide provides instructions for using your syn248 sb35020 deskset...

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